writing module 5 (pp) - how to write project proposal, form and style.ppt.backup

HOW TO WRITE HOW TO WRITE PROJECT PROPOSAL PROJECT PROPOSAL – FORM AND STYLE– FORM AND STYLE

Seminar-Workshop in Planning and Seminar-Workshop in Planning and Writing Winning Project ProposalsWriting Winning Project ProposalsOct. 27-28, 2007, Camiguin IslandsOct. 27-28, 2007, Camiguin IslandsSponsored by Phil. Assoc. of Water Sponsored by Phil. Assoc. of Water

DistrictsDistricts

NATURE OF PROJECTNATURE OF PROJECT

Completion of groundwork Completion of groundwork commences project proposal commences project proposal writing based on nature of writing based on nature of projectproject

- FormatFormat- Project design and outlineProject design and outline- Grant application requirementsGrant application requirements- FundingFunding

FORMAT and PARTSFORMAT and PARTS

Title PageTitle Page (for proposal of 3-4 (for proposal of 3-4 pages)pages)

- Project titleProject title- Name of lead Name of lead

organization/potential partnersorganization/potential partners- Place and date of projectPlace and date of project- Name of donor (if available) to Name of donor (if available) to

whom proposal is addressedwhom proposal is addressed

SAMPLE TITLE PAGE SAMPLE TITLE PAGE (Hypothetical)(Hypothetical)

Needs Assessment Leading to Potential Needs Assessment Leading to Potential Water Supply to Carmona, Cavite Water Supply to Carmona, Cavite

Squatters Colony Squatters Colony

Project Proposal Submitted by:Project Proposal Submitted by:Cavite Water DistrictCavite Water District

Carmona, Cavite – Effective January 2008Carmona, Cavite – Effective January 2008

Proposal Submitted to: Proposal Submitted to: Cavite Water DistrictCavite Water Districtin cooperation within cooperation withCavite Lions Club Cavite Lions Club


WHAT IS A GOOD PROJECT TITLE?WHAT IS A GOOD PROJECT TITLE? ShortShort ConciseConcise Refer to key project resultRefer to key project result State the leading project activityState the leading project activity Give an effective snapshot of Give an effective snapshot of

projectproject


Content PageContent Page (table of contents (table of contents for proposal of 10 pages or for proposal of 10 pages or more)more)

- To find quickly relevant parts of To find quickly relevant parts of proposalproposal

- To contain sections and pages To contain sections and pages of documentof document


AbstractAbstract ( a short project ( a short project summary from 10 lines to 2 summary from 10 lines to 2 pages, to include)pages, to include)

- Problem statementProblem statement- Project objectivesProject objectives- Implementing organizationImplementing organization- Key project activitiesKey project activities- Total project budgetTotal project budget


ContextContext (describes social, (describes social, economic, political and cultural economic, political and cultural background)background)

- Contain relevant data from Contain relevant data from researchresearch

- Multi sources of dataMulti sources of data- Large amount of data put in the Large amount of data put in the

annexesannexes


Project JustificationProject Justification (rationale (rationale provided for the project)provided for the project)

- Problem statement to make a Problem statement to make a “case”, explanation of the needs “case”, explanation of the needs to be addressedto be addressed

- Priority needs arising from the Priority needs arising from the problem (must)problem (must)

- Proposed approach/strategy to Proposed approach/strategy to solve the problemsolve the problem


Presenting OrganizationPresenting Organization (giving (giving capacities and capabilities of capacities and capabilities of implementing organization)implementing organization)

- Analysis of organizational Analysis of organizational strengthsstrengths

- Participatory planning/team workParticipatory planning/team work- Organizational track recordOrganizational track record

FORMAT and PARTSFORMAT and PARTS Project AimsProject Aims (from goal to results) (from goal to results)- hierarchy from goal, to objectives, to hierarchy from goal, to objectives, to

activity, to resultsactivity, to results

e.g. - e.g. - to improve the quality of lifeto improve the quality of life (goal)(goal)

- to - to improve quality of water improve quality of water supplysupply (objective)(objective)

- by - by laying 10-km pipe from laying 10-km pipe from source to tap source to tap (activity)(activity)

- - 1,000 families have clean and 1,000 families have clean and potable potable waterwater (result) (result)


Target GroupTarget Group (beneficiaries of (beneficiaries of project)project)

- Provide detailed description of Provide detailed description of size and characteristics of size and characteristics of target groupstarget groups

- Target group composition Target group composition analysis based on age, gender, analysis based on age, gender, income, etcincome, etc


Project ImplementationProject Implementation (describe (describe activities and resource activities and resource allocation)allocation)

- Activity plan to include list of Activity plan to include list of project activities and Gantt project activities and Gantt ChartChart

- Resource plan provides the Resource plan provides the means for the project including means for the project including the line-item budget (LIB)the line-item budget (LIB)

FORMAT and PARTSFORMAT and PARTS Preparing An Activity Preparing An Activity - List all project activities in a single List all project activities in a single

listlist- Break activities into manageable Break activities into manageable

tasks/sub-activities for resource tasks/sub-activities for resource estimationestimation

- Clarify sequence and dependence Clarify sequence and dependence of interrelated actionsof interrelated actions

- Draw up a timeline for each task Draw up a timeline for each task from start-up to completionfrom start-up to completion

FORMAT and PARTSFORMAT and PARTS Preparing An ActivityPreparing An Activity

- - Summarize scheduling of main Summarize scheduling of main activities and plan the timingactivities and plan the timing

- Use milestones to provide a Use milestones to provide a measure of project progress and measure of project progress and targets to aim fortargets to aim for

- Define type and level of expertise Define type and level of expertise for each taskfor each task

- Allocate tasks among the team in Allocate tasks among the team in consultation with members of this consultation with members of this teamteam


BudgetBudget (itemized summary of (itemized summary of income and expenses over a income and expenses over a period of time)period of time)

- Income as financial asset as Income as financial asset as source of support for the projectsource of support for the project

- Expenditures are anticipated costs Expenditures are anticipated costs in project implementation as in project implementation as reasonable reflection of activitiesreasonable reflection of activities


Budget CategoriesBudget Categories- Direct costs associated with an Direct costs associated with an

activity (e.g. conduct of seminar)activity (e.g. conduct of seminar)- Operational costs related to Operational costs related to

internal activities of the projectinternal activities of the project- Units, Quantity Per Period and Units, Quantity Per Period and

Estimated Units Costs are needed Estimated Units Costs are needed to calculate costs associated with to calculate costs associated with any of the two categoriesany of the two categories

FORMAT and PARTSFORMAT and PARTS Line-Item BudgetLine-Item Budget (LIB) refers to types (LIB) refers to types

of expendituresof expenditures- Personal Expense (PE) for hiring Personal Expense (PE) for hiring

personnel and consultantspersonnel and consultants- Maintenance and Operating Expense Maintenance and Operating Expense

(MOE) for internal affairs of project, (MOE) for internal affairs of project, supply and materialssupply and materials

- Capital Outlay (CO) for cost of Capital Outlay (CO) for cost of equipment, facilities and other fixed equipment, facilities and other fixed assetsassets

- Miscellaneous Expense (ME) for those Miscellaneous Expense (ME) for those which do not fall under the abovewhich do not fall under the above


Monitoring and EvaluationMonitoring and Evaluation (setting of indicators for (setting of indicators for expected results of the project)expected results of the project)

- How and when to conduct How and when to conduct monitoring/follow up project monitoring/follow up project progressprogress

- Methods to use in evaluation Methods to use in evaluation and monitoringand monitoring

- Who will do the evaluation Who will do the evaluation


Management and PersonnelManagement and Personnel (description of project personnel)(description of project personnel)

- Individual roles of each project Individual roles of each project personnelpersonnel

- Communication mechanisms that Communication mechanisms that exist between and among themexist between and among them

- CVs and resumes attached to the CVs and resumes attached to the annexesannexes


AnnexesAnnexes (important information (important information but too large to be included in but too large to be included in project proposal)project proposal)

- Analysis related to the project (e.g Analysis related to the project (e.g soil topography)soil topography)

- Policy documents an strategic Policy documents an strategic papers (e.g. law creating water papers (e.g. law creating water district)district)

- Information on organization (e.g. Information on organization (e.g. Annual Report, brochures)Annual Report, brochures)


Annexes Annexes (important information (important information but too large to be included in but too large to be included in project proposal)project proposal)

- Information on personnel (e.g. - Information on personnel (e.g. CVs)CVs)

- Maps of location and target area Maps of location and target area (e.g. Barangay clusters)(e.g. Barangay clusters)

- Management forms and Management forms and structures (e.g. Org. Chart)structures (e.g. Org. Chart)

writing module 5 (pp) - how to write project proposal, form and style.ppt.backup

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